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How to Add Banking Information

Learn how to authorize a bank account to process electronic contributions and withdrawals on a client's Optimize Account

Applies To: 

  • All Portfolio Managers, Advisors, Wealth Planners, and support staff.
  • Eligible account types: Cash accounts, Joint accounts, Margin accounts, TFSA, RRSP, RESP, RDSP, FHSA, and Trust accounts.  

You can submit an Add Banking Information request from a client’s CRM Contact Record. Use the instructions below to ensure the bank account meets eligibility requirements, the correct banking details are provided, and any account-type restrictions are considered.

When to Submit an Add Banking Information Request 

  • A client wants to authorize an external bank account to process contributions or withdrawals electronically.
  • A client opened a new bank account and wants to authorize it on their Optimize accounts. 

How to Submit an Add Banking Information Request

To submit an add banking request, you'll use the Service Extension on the client's CRM Contact Record. When submitting the request, there are two distinct submission methods and workflows: Manual Submission, which involves upload a scanned or physically signed document, and Straight-Through Processing (STP), which automatically generates the required forms and sends it to the client through DocuSign.

Although both methods are valid, we strongly recommend using Straight Through Processing whenever possible for real-time tracking, reduced errors, and faster turnaround times.

Learn more about Straight-Through Processing.

How to Submit an Add Banking Information Request using Manual Submission

Choose this method if your client has already completed and signed the required banking authorization forms.

  1. Navigate to the Client's CRM Contact Record
  2. Go to the Servicing Tab
  3. Select Account Administration → Banking Information

  4. Select "Add Banking Information" as your request type.  
  5. Select the Account Root
  6. Select the Target Account(s)
  7. Select Manual Submission.
  8. Upload Required Documents:
    • Completed and signed EFT Authorization Form.
    • Clear scanned copy of client’s void cheque.
  9. Review & Submit 
    • Once you confirm the details, click Submit to create the service request ticket.

Tip: Double-check that the uploaded forms include signatures and correct account details to avoid processing delays.

How to Submit an Add Banking Information Request using STP

With STP, Optimize automatically generates and emails the necessary forms to your client for electronic signing through DocuSign.

  1. Navigate to the Client's CRM Contact Record
  2. Go to the Servicing Tab
  3. Select Account Administration → Banking Information 

  4. Select "Add Banking Information" as your request type.



  6. Select a "Root"
  7. Select the Target Account
  8. Select Straight-Through Processing
  9. Enter the Bank Account Details
    • Bank Name
    • Institution Number (3 digits)
    • Transit Number (5 digits)
    • Account Number (7–10 digits)
    • Currency (Note: the currency of the bank account must match the currency of the Optimize investment accounts)
    • Bank Address
    • Bank City
    • Bank Province
    • Bank Postal Code
    • Optional: If the bank account being authorized belongs to a Third Party (i.e., not the client), select the Authorized Third Party checkbox and additional fields will appear. You can add up to two third party bank Account Holders when submitting this request by clicking the Add Bank Account Holder button.  Enter the below properties for each third party bank account holder:
      • Full Name
      • Email
      • Relationship to the client
    • You'll need to attach a scanned void cheque or direct deposit slip for the bank account that you're authorizing using the Attached void cheque property. To add an attachment, click +Add file and upload the file from your computer.
  10. Review & Submit
    • Once you confirm the details, click Submit to create the service request ticket.

Please note: Once you submit the request, the ticket will be created and the client will be automatically sent the paperwork by DocuSign. The ticket cannot progress further until the client reviews the paperwork and electronically signs through DocuSign.

After Submitting the Request

Once the request has been submitted, a ticket will be created and associated with the client's contact record. You can view the associated ticket on the contact record's right sidebar under the ticket association card, and in the Account Administration ticket pipeline, where you can track the progress and confirm the request is complete.

Processing Times

  •  Manual Submission: Processed within 1–2 business days.
  • Straight-Through Processing: Typically completed within 1 business day of receiving signed documents.